What are some information technology best practices for supervisors of student employees?

The purpose of this FAQ is to provide supervisors of student employees some recommendations related to information technology.

The following items are more related to when a student employee is leaving employment, but are important for supervisors to understand.

  • Student accounts may remain active after termination of employment.  Students keep their NinerNET accounts for approximately 1 year after last enrollment.
  • Beginning in January 2024, disabled student accounts and associated data will be deleted after 2 years of being inactive.
  • Employment related files owned by former student employees who are still active students will not be able to be moved by administrators.  Files should be handled prior to termination of employment.
  • Google Shared drives / Dropbox Team Folders should be used for student produced files & data.

Recommendation

Additional Information

Student employee is involved with...

  • Creating documents
  • Generating research data

Ensure all data created as part of the student employees job duties are saved to a shared drive location

  • Google Shared drives - see these FAQs
  • Dropbox Team Folders - see these FAQs
  • Departmental S: drive - see these FAQs
Create an onboarding/offboarding checklist for student employees
  • See this FAQ as a general starting point
  • A specific onboarding/offboarding checklist for student employees should include:
    • Department systems used by student employees
    • Delegated email accounts used by student employees - see this FAQ
    • Google Shared drive access - see this FAQ
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